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This solicitation is a request for proposals for services under Texas Education Code 44.031.

Request for Proposals 20RFP117 Executive Search / Recruitment Services

Date Event

March 3, 2020 and March 9, 2020 Advertise/Issue Date

March 11, 2020 3:00 p.m. CST

Due Date for Vendor Questions

March 13, 2020 Questions and Answers posted on Contract & Procurement Services’ Website

March 24, 2020 2:00 p.m. CST

RFP Due Date and Time

April 4, 2020

Shortlisted Search Firm(s) Presentation(s)

April 6-10, 2020

Negotiation with Finalist

April 20, 2020

Special AISD Board meeting for Review/Approval

Deliver or Mail Sealed Proposals to:

Austin ISD Contract & Procurement Services 4000 S. IH-35 Frontage Road, 4th Floor Austin, TX 78704 Attn: Felix Alvarez Executive Director Contract and Procurement Services Phone: 512-414-2161 [email protected]

Question and Answer Protocol: Proposers seeking clarification or have questions pertaining to this RFP must submit questions in writing to Felix Alvarez, Executive Director of Contract and

Procurement Services via email at [email protected] no later than March 11, 2020 by

3:00 p.m. CST. Failure to follow above stated protocol may result in disqualification from procurement process. In the e-mail subject line, type: Questions 20RFP117, Executive Search/Recruitment Services.

Q & A and all Addenda will be posted on our website: www.austinisd.org/cp/bids

Proposals are due no later than 2:00 pm CST on March 24, 2020. Your proposal must be

delivered by mail or hand delivery in a sealed envelope or carton and clearly marked with:

Name and address of the respondent

RFP number and title as listed above

o Proposals received after the specified time shall not be considered.

mailto:[email protected]

mailto:[email protected]

http://www.austinisd.org/cp/bids

Austin ISD – Request for Proposals 20RFP117 – Executive Search/Recruitment Services ( of 10)

Please submit the following:

o One (1) hard copy marked “original” – include signed “required” forms

o Ten (10) hard copies marked “copy” – include signed “required” forms

o One (1) digital copy on a flash drive – include signed “required” forms

FAX, e-mail or other electronic proposals will not be accepted.

Checklist and Submission Guidelines

This checklist is provided to help you conform to all form/document requirements stipulated in this solicitation and attached herein.

(This is not a required form, it is not necessary to return this checklist with your proposal.)

I. Understanding the Proposal

Completed

Read entire RFP document, appendices and attachments

Review AISD Policy and Provisions on our website: Policy and Provisions

Attend pre-proposal conference (not applicable)

Submit questions properly before deadline

Review addenda, Q&A and other additional attachments

Review Proposal Format section of RFP

II. Forms

Completed | Required

| Bid Certification

| Notification of Criminal History of Contractor

| Debarment, Suspension and Ineligibility Certification

| Conflict of Interest Questionnaire (CIQ) – electronic

| Strategic Partner Profile

| EDGAR Vendor Certification

| Software Vendor Certification Form

III. Submitting the Proposal

Completed

Prepare the proposal in the format specified and sign all required forms, including

addendums

Submit required hard copy marked “original” including all required forms and

addendums.

Submit required quantity of digital copies on flash drive

https://www.austinisd.org/cp/forms


Submit required quantity of hard copies marked “copy”

Package proposal in sealed envelope or carton properly labelled

Deliver or mail proposal to delivery address by RFP opening / due date and time


Table of Contents

Section I

Section II

Section III

Section IV

Section V

Section VI

Section VII

Introduction and Austin ISD Profile

Historically Underutilized Business (HUB) Program Requirement

Proposal Format

Initial Review of Proposals

Competitive Selection / Evaluation

Scope of Service and Performance Requirements

Appendices and Attachments

Austin ISD – Request for Proposals 20RFP117 – Executive Search/Recruitment Services

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I. INTRODUCTION AND AUSTIN ISD PROFILE

The Austin Independent School District (herein after referred to as “AISD” or the

“district”) is seeking proposals from consultants or firms qualified and experienced

in providing executive search/recruitment services for the position of

Superintendent for the Austin Independent School District.

Each proposer, by submitting its proposal, agrees that the proposal is

subject to the Austin ISD Policies and Provisions and agrees to comply with

those conditions. Acceptance of a proposal will occur only when a contract

is executed. Any contract will incorporate the Austin ISD Policies and

Provisions and Standard Terms and Conditions and no commitment exists

until a contract is executed by both parties.

Austin ISD educates approximately over 80,000 students and embraces 129

diverse school communities in one of the fastest-growing, ever-changing

metroplexes in the country. In partnership with parents and our community, Austin

ISD's mission is to provide a comprehensive educational experience that is high

quality, challenging, and inspires all students to make a positive contribution to

society. We partner with world-class universities, innovative businesses, nonprofit

organizations, and engaged community leaders to prepare our students for

college, career, and life.

AISD is a champion for every child and is committed to educating the whole child,

offering families a portfolio of rich options and programs to ensure all students have

the support they need to achieve their potential and dreams. AISD embraces the

Community School approach, which recognizes that all children have the potential

to meet high expectations in the right environment and that the entire community

has the responsibility to provide that environment for all children.

II. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) PROGRAM REQUIREMENTS

The HUB Program promotes and strongly encourages the involvement and participation of Historically Underutilized Businesses in District-wide procurements. According to AISD policies CH (LOCAL) and CV (LOCAL), the HUB Program guidelines are not applicable for this type procurement. PROPOSAL FORMAT


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A. Preface

The Contractor shall provide an executive summary of two (2) pages

or less, which gives in brief, concise terms, a summation of the

proposal.

B. Proposal The vendor’s proposal itself shall be organized in the following format

and informational sequence:

Section I – Summary of Experience

This section shall contain the full name and address of the contractor

submitting the proposal and a brief summary of the contractor’s

experience and individual experience for personnel who will provide

this product or service.

Section II – Scope of Services

This section will include a description of services and capabilities as

outlined in the Scope of Service and Performance Requirements

sections of this RFP (Section VI), in the order shown. Clearly state

any exceptions taken to the specifications of this RFP, or any

conditions of the proposal.

Section III - Financial Proposal

This section shall contain a straightforward, concise delineation of

the contractor’s fees to satisfy the requirements of this RFP. It is the

contractor’s responsibility to specify all costs (i.e. administrative fees,

processing fees, travel costs, etc.) associated with providing the

products or services required herein.

Section IV – References

References are to be from government agencies and/or firms

substantially serviced by the vendor (references most similar to

Austin ISD should be provided). Each reference must contain the

reference’s name, address, telephone number, and point of

contact (including email address). A list of at least three (3)

references from current customers must be provided.


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C. Required Forms Forms are required with original response & flash drive only; they

can be excluded from additional requested copies.

Contractor shall execute the following required forms (located on our

website: Required Forms link), and return the signed original with

the proposal:

Bid Certification

Notification of Criminal History of Contractor

Debarment, Suspension and Ineligibility Certification

Strategic Partner Profile

Software Vendor Certification Form (when applicable)

Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics Commission, in compliance with Chapter 176 of the Texas Local Government Code. The form should be submitted on-line at Conflict of Interest Questionnaire - CIQ.

III. INITIAL REVIEW OF PROPOSALS (Phase I)

Any contractor determined non-responsible or any proposal determined non-

responsive will not be evaluated further. The contractor will be notified of a non-

responsible or non-responsive determination.

Responsive

In order for a proposal to be responsive:

ALL required forms listed above shall be signed and included with

proposal;

Proposal shall be received prior to the RFP due date/opening date

at the address listed on the cover page;

Proposal shall respond to the entire scope of service and

performance requirements as requested.

Responsible

In order for a proposal to be responsible, the contractor shall be in good financial

standing with the Texas Comptroller of Public Accounts.

IV. COMPETITIVE SELECTION / EVALUATION

A. This is a NEGOTIATED procurement and as such, award will not

necessarily be made to the offeror submitting the lowest priced proposal.


https://www.austinisd.org/form/conflict-of-interest-questionnai


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Award will be made to the firm submitting the best responsive proposal

satisfying AISD’s requirements, price and other factors considered.

Consistent with state law and district policy, this RFP does not commit

the district to award a contract. The district reserves the right to accept

or reject any or all proposals and/or award in whole or in part any

proposal if the district determines it is in the best interest of the district

to do so.

B. The district anticipates that the evaluation process may include multiple

levels of evaluation, as for example, but not limited to:

Phase 1: Per Section IV, initial review by Contract and Procurement

Services to determine that proposals are responsive and proposers are

responsible.

Phase 2: Initial evaluation and scoring of the proposal by the

Board/Board Subcommittee.

Phase 3: Interviews and/or presentations of top proposals and award

recommendation.

C. If the district determines that additional evaluation steps are required to determine the best value between Contractors, the district reserves the right to consider any or all of the following additional criteria; the proposed price, contractor’s experience, references and record for responsibility, or any other relevant factor that the district deems necessary to determine best value.

D. The Board may require any or all contractors to give an oral presentation

in order to clarify or elaborate on their proposal as well as to provide a

demonstration. Upon completion of oral presentations or discussions,

contractors may be requested to revise any or all portions of their

proposals and submit a best and final offer (BAFO) for consideration.

Points Item Detailed Description

40 Points Contractor’s

Capabilities

The adequacy and completeness of the plan offered

addressing the Scope of Service.

40 Points Proposed Plan The demonstrated ability of the contractor to provide

services, including references.

20 Points Financial Proposal Rates for services.


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V. SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS

The following describes the service and performance requirements that the

selected vendor will be required to perform. Failure to address or to fully

describe capabilities to accomplish all elements of this section will result in a

loss of evaluation points.

Proposal Format

Prefacing the proposal, the offeror shall provide an Executive Summary of two (2) pages or less, which gives in brief, concise terms, a summation of the proposal. The proposal itself shall be organized in the following format and informational sequence:

1. Section I of the proposal shall include the following: a. Full name and address of the firm submitting the proposal. b. A description of your company, including age of firm and number

and background of principals in the firm. c. Executed copies of the certifications included for the required forms

(located on our website: Required Forms link). d. A full description of the firm and project team capabilities:

i. Describe the firm’s qualifications and experience in providing executive search/recruitment services.

ii. Provide a list of Superintendents hired in a like process over the last three years (emphasis on recruitment of executive level positions in Texas school districts and large urban school districts).

iii. List the relevant experience of individuals who are to be assigned to the project team for this search.

iv. Indicate ability and availability to support locally varied meeting times and dates.

v. Plan to customize search to unique needs of Austin ISD.

2. Section II of the proposal shall describe the process, procedures and timeline to be used for the identification, recruitment and evaluation of candidates. In this section, describe the methods the firm uses to do outreach to potential candidates, including recruiting candidates who may not have already expressed an interest in a new opportunity. The proposal must also include an appropriate process and timeline for obtaining input from the Austin community. Describe the methods of community engagement recommended and practiced by the firm. Please express the firm’s process for balancing community transparency with candidate privacy.



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3. Section III shall be the Financial Proposal. This section shall include details of how you will price your services and the amount your company would charge for the services to be provided. It is the Contractor’s responsibility to specify all costs (i.e. administrative fees, processing fees, travel etc.) associated with providing the products or services required herein.

4. Section IV of the proposal shall be a list of at least three (3) references

from current or recent clients. At least two of the required references must be from public school district clients. Experience with Superintendent searches in comparably sized districts should be provided. Each reference must contain the reference’s name, address, and telephone number, and point of contact.

VI. APPENDICES AND ATTACHMENTS

Appendices (Documents included within this proposal):

Appendix 1 – Purchasing and Acquisition Vendor Relations Policy

CHE-LOCAL

Attachments (Separate documents available to download):

Austin ISD 227901

PURCHASING AND ACQUISITION CHE VENDOR RELATIONS (LOCAL)

Contacting Board Members

Restricted Contact Period

Prohibited Communications

Permissible Communications

DATE ISSUED: 7/5/2018 LDU 2018.08 CHE(LOCAL)-X

Vendors shall not contact Board members individually for the pur-

pose of soliciting a purchase or contract during the restricted con-

tract period.

If a vendor violates this prohibition during this time frame, consid-

eration of the vendor for award shall be invalidated. Board mem-

bers shall be notified of possible violations and actions taken.

The restricted contact period shall begin upon the date of issuance

of a solicitation and shall end upon execution of the awarded con-

tract by all parties.

In an effort to demonstrate its commitment to ethical procurement

and contracting standards, and to improve accountability and pub-

lic confidence, all District purchases of goods and services through

competitive methods as provided in CH(LEGAL) and CV(LEGAL)

shall be subject to a restricted contact period. Except as provided

in this policy communication between a vendor and vendor’s rep-

resentative, and a Board member, the Superintendent, assistant

superintendent, chief, officer, executive director, principal, depart-

ment head, director, manager, project manager, or any other Dis-

trict representative who has influence on or is participating in the

evaluation or selection process is prohibited.

A vendor and vendor’s representative are prohibited from commu-

nications regarding the particular solicitation at issue that are in-

tended or reasonably likely to:

1. Provide substantive information regarding the subject of the

solicitation;

2. Advance the interests of the vendor;

3. Discredit the response of any other vendor;

4. Encourage the District to reject a response by a bidder;

5. Convey a complaint about the solicitation; or

6. Directly or indirectly ask, influence, or persuade a Board

member, the Superintendent, assistant superintendent, chief,

officer, executive director, principal, department head, direc-

tor, manager, project manager, or any other District repre-

sentative who has influence on or is participating in the evalu-

ation or selection process, to take action or refrain from taking

action on any vote, decision, or agenda item regarding the so-

licitation at issue.

A vendor and vendor’s representative are permitted to communi-

cate with the District regarding the following:

1 of 3

Austin ISD 227901


1. Communication to the extent the communication relates sole-

ly to a nonsubstantive, procedural matter related to a re-

sponse or solicitation;

2. Communication that relates solely to an existing contract be-

tween a respondent and the District, even when the scope,

products, or services of the current contract are the same or

similar to those contained in an active solicitation;

3. Communication with the District’s Office of Contract and Pro-curement Services;

4. Communication with the District’s Historically Underutilized

Business (HUB) Program Department to the extent the com-

munication relates to obtaining a listing of HUB s ubcontrac-

tors and general questions regarding HUB pro gram compli-

ance requirements;

5. Communication between an attorney representing a vendor

and an attorney representing the District;

6. Communication with the District in the course of attendance at

vendor conference;

7. Communication with the District for the purpose of the Dis-

trict’s evaluation of the bidder’s proposal, negotiating the

scope of work, or engaging in contract negotiations;

8. Communication with the District for the purpose of making a

public presentation to the Board; and

9. Communication made during the course of a formal protest

hearing related to the solicitation.

Regardless of the above time period, a vendor and a vendor’s rep-resentative who participate in the drafting or development of tech-

nical specifications or evaluation criteria for any project are prohib-

ited from competing in the solicitation for such project.

A vendor and vendor’s representative shall send all communica-tions, questions, and requests for clarification in writing and ad-

dressed to the District’s authorized representative identified in the solicitation. The District shall post responses to vendor questions

as an addendum to the solicitation.

Nothing in this policy shall prohibit the District’s representative from initiating contact with a vendor, in writing, for the purpose of obtain-

ing clarifying information regarding a solicitation response. The

vendor’s response shall be in writing and shall be provided to the District’s authorized representative.

Other Vendor Participation and Communication

DATE ISSUED: 7/5/2018 2 of 3 LDU 2018.08 CHE(LOCAL)-X

Austin ISD 227901


Complaints

Violations

Sanctions

Request for Proposal and BidInvitation

Any person who is aggrieved in connection with a HUB p rogram

policy decision may file a complaint in accordance with

GF(LOCAL).

The following are violations subject to sanctions:

1. Falsely conceal or cover up a material fact or make any false,

fictitious, or fraudulent statements, reports, or

representations, or make use of any false writing, document,

or electronic report knowing the same to contain any false,

fictitious, or fraudulent statement.

2. Fraudulently obtain, retain or attempt to obtain, or aid another

in fraudulently obtaining, retaining, or attempting to obtain cer-

tification status as a HUB.

3. Make false reports regarding payments made to subcontrac-

tors or sub-consultants.

Any person who violates the provisions of this section shall be sub-

ject to the following sanctions and to the maximum penalties pro-

vided by law:

1. The District may bar, suspend, or deem nonresponsive in fu-

ture District solicitations and contracts, for a period of up to

five years, any bidder or proposer, or contractor or subcon-

tractor following notice and an opportunity for a hearing in ac-

cordance w ith the protest procedures in this policy.

2. The District may, by contract, and where appropriate and law-

ful, impose an administrative penalty.

3. In addition to other sanctions available to the District, the vio-

lation of any provision of these program rules may be includ-

ed as an incident of breach in each contract.

Each request for proposal and bid invitation shall include a copy of

this policy.

DATE ISSUED: 7/5/2018 ADOPTED: 3 of 3 LDU 2018.08 CHE(LOCAL)-X